Using the Calendar in OWA

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Outlook Web Access 2003 provides a fully functional calendar for personal meeting appointments, group appointments, and reoccurring events. The calendar feature in Outlook Web Access includes the same functionality as the full Outlook client, including appointment views, creation, and changes.

Using Views

You can view your calendar in many different ways, either by day, week, or month. Then choose the view, and click the icons in the Infobar that show Today, 1, 7, and 31:

  • Today View The Today view goes to today's date in the single day view.

  • Day View The Day view displays a day at a time. Users can move from day to day by clicking the day they want on the calendar in the right pane.

  • Week View The Week view displays a week at a time in seven split panes in the middle pane. Brief descriptions of the day's appointments are shown in the seven panes.

  • Month View The Month view displays a month calendar, with brief titles for events in the calendar.

Creating an Appointment in Calendar

In OWA, all calendar objects are initially called Appointments, whether they are meeting requests with multiple invitees or appointments meant only for the individual user . To create a new appointment

  1. Click the New button in the toolbar and choose Appointment to see a screen similar to the one in Figure 26.20.

    Figure 26.20. New calendar Appointment page.

    graphics/26fig20.gif

  2. To maintain the appointment as an appointment and not a meeting request (meaning no one else is invited), use the default Appointments dialog box that appears. Enter the subject of the appointment in the Subject box.

  3. Enter the location of the appointment in the Location box.

    To specify a start time, there are two choices:

    • To manually enter the time, type the time in the Start time and End time boxes.

    • To use the OWA calendar, click the drop-down menu boxes to the right of Start time and End time. From the calendar that is presented, click the date in the calendar to choose the date of the appointment.

To configure the time in a similar way

  1. Click the drop-down menu to the right of Start time and End time and choose the start and end times.

  2. It is optional to add text in the text area and to add attachments using the method discussed earlier in this chapter. If you want to do so, make these additions now.

  3. To mark the appointment as important, click the ! icon in the toolbar.

  4. When completed, click Save and Close.

Creating a Meeting Request in Calendar

To create a meeting, the same Appointment dialog box is used, but is changed in order to add the ability to invite others:

  • To create a new meeting request, click the New button in the toolbar and choose Appointment. Input the subject of the meeting.

  • To invite attendees, click the Invite Attendees button to display a page similar to Figure 26.21. The Appointment dialog box then changes appearance to add the Required, Optional, and Resources boxes.

    Figure 26.21. Calendar appointment invitation page.

    graphics/26fig21.gif

Inviting Attendees

Adding attendees to the meeting requires some extra steps. To add attendees, there are two choices:

  • Enter the names directly into the Required or Optional boxes. If inviting multiple attendees, put a semicolon (;) between the usernames.

  • Click the Required or Optional buttons to use the Find Names OWA functionality. If using the Find Names functionality, locate the attendees using the methods listed earlier in this chapter and click the Required, Optional, or Resources buttons at the bottom of the Find Names dialog box to choose the box in which to put the invitees.

To use the attendees calendars to view their availability, click the Availability tab. The Availability tab shows the schedules of the attendees by showing free time, busy time, or out-of-office time (not the details of what the attendees will be doing during those times, but whether they're available or not). If the attendees are busy at the specified time, you can choose a new time while viewing attendee availability.

To enter the new start and end times while viewing attendee availability, click the drop-down menus to the right of Start and End times and date and choose a new time. Another option is to click the actual calendar and move the start times and date by clicking and dragging the green and red vertical lines. The green line shows the start time, and the red line shows the end time.

Click the Appointment tab to complete the rest of the meeting request. Click Save and Close to close the meeting request and send it to the attendees.

Setting Recurring Appointments/Meetings

If a meeting or appointment occurs with regularity, OWA enables the creation of multiple appointments with a single meeting request or appointment. To enable recurring appointments, while the appointment dialog box is open , click the Recurrence button. The Recurrence pattern dialog box appears, as shown in Figure 26.22.

Figure 26.22. Recurrence pattern dialog.

graphics/26fig22.gif

To set the recurrence pattern, choose whether the meeting is Daily, Weekly, Monthly, or Yearly by clicking the radio button to the left of the appropriate choice.

Depending on which of those buttons is clicked, the items to the right will change. In the picture shown below, the Weekly recurrence gives the options of what days the appointment occurs upon, as well as how oftenfor example, Every X Week(s). If Daily is chosen , the options display daily choices, such as Every X days, or Every Week day.

Range of recurrence enables the configuration of an end date for the recurrences. A specific end date can be specified, or the recurrence can be configured with No end date or to End after X occurrences, where X is the number of times the event will occur.

When completed, click OK. To exit the recurrence box without saving the recurrence configuration, click Remove Recurrence. The Appointment dialog box reappears. Complete the Appointment or Meeting request as needed and Save and Close when completed.

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Microsoft Exchange Server 2003 Unleashed
Microsoft Exchange Server 2003 Unleashed (2nd Edition)
ISBN: 0672328070
EAN: 2147483647
Year: 2003
Pages: 393
Authors: Rand Morimoto

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